The Step-by-Step Photography Booking Process

photography bookingAfter you’ve marketed and you have your inquiries rolling in the door and you’ve emailed back and forth about pricing there can be a little bit of that “what’s next” going through your mind. The booking process is almost a workflow in itself and you want to ensure that you are going over the same information and treating each client the same. This is basically a little step-by-step guide on how I go through my booking process and what works best for me. Maybe it can help you out.

Step 1 – Meet in Person

One of the biggest sales tips I got from a well-known mentor on doing sales was to do them in person. Meeting people in person can be an opportunity to develop trust with a client. Once you develop a trust, their desire to work with you is higher. After emailing back and forth with prospective clients about pricing, what’s included and all that jazz I invite them to my office to meet. There’s no guarantee that we’ll sign the contract then and there, but it’s nice to meet in person, show them more photos, and give them an opportunity to ask as many questions as they’d like. By meeting clients in person I find my booking rate is very high. Rarely does anyone who comes to meet with me not book a session. In 2012 I had one prospective client not book with me after meeting and that was it for the year so I find this method to be a great way to be personable and really show clients that they’re not just hiring your photography talent, but also hiring someone they want to work with and be around. If you don’t have an office to meet at you can still plan to meet at a nearby coffee shop and bring sample albums and your portfolio with you. Remember to offer to buy the client coffee.

Step 2 – Follow Up

After a meeting with a client I always follow up within 24 hours. Send them an email letting them know how nice it was to meet them and how you think it would be great to work with them. Offer them an opportunity to sit on their decisions and email or call with more questions if they have any. I’ve received a lot of responses from clients who say that I was the only photographer they met with who followed up with them after so this can be a HUGE plus for them booking with you. Impress them with your attention and customer service.

Step 3 – The Contract & Deposit (Retainer)

Once they’re ready to book you need to have a signed contract. You can do the contract at the initial meeting if they’re ready or after. If I have clients who are ready to book at the meeting I just let them know I’ll email them the contract information after our meeting. I use >Pixifi< to sign contracts and accept deposits online. A retainer (deposit) is required to hold a date and I cannot hold a date without the deposit. Pixifi allows me to send an online invoice to my clients they can pay online with a credit card – it’s super easy!

Step 4 – Confirmation

After they have signed the contract and sent you the deposit be the first person to send them an email and say thanks! If you’re booking a wedding you can start talking about the where and when you want to do engagement photos. If you’re booking another session you can send them information to get prepared and start talking dates and locations.

Disclosure: This post contains affiliate links, which means Photography Awesomesauce receives commission if you make a purchase using affiliate links.

Step 5 – Share Information

Many photographers have magazines, books, brochures, welcome packets and more. I always wait until after I have a signed contract and deposit to send the information so I’m not wasting valuable time and money I’ve put into products to send it to a client who hasn’t booked. Once you’ve confirmed everything with them you want to send them any materials that will help them prepare for their photoshoot!

Step 6 – Send a Thank You Card or Gift

Depending on what type of client you are booking you may save a thank you gift until the end, but a thank you card right after booking with you is a great treat for your new client to receive in the mail. It can help you seal the deal and start bringing in their referrals before they’ve even been photographed by you!

Simple Wedding Photography
Disclosure: This post contains affiliate links, which means Photography Awesomesauce receives commission if you make a purchase using affiliate links.


3 Things Photographers Should Know About Credit Card Fees

credit card feesBeing a small business owner myself means that I often want to support other small businesses in what they do too. However, it can get a little bit awkward when I catch them breaking the law. This has happened to me a few times. I was once nearly charged state, city, and other local sales taxes for a service. In Colorado, services are not subject to sales tax, only tangible items. I quickly caught the business owner and tried to nicely offer my correction and help finding out more information about proper sales taxes. I’ve also been told, when purchasing products like used lenses from someone that if I pay via Paypal I’m expected to pay the Paypal fees as well. My spidey-business-sense sets off red flags when I hear things like that.

Now the legalities of these kinds of surcharges associated with using credit cards are important for you to know as a business owner if you chose to accept credit cards as a form of payment. The legalities are not always easy to find and often depend on the US state you reside in (and some of you it will depend on your country), as well as credit card companies themselves and their own policies.

A surcharge is an extra fee added on to another fee or charge. Some people will call them the Paypal fees, a credit card fee, a checkout fee and a variety of other terms. Usually businesses are interested in tacking on a surcharge that will cover the cost of the transaction of using a credit card. As a business owner it is always going to cost you money to accept credit cards. Different companies take anywhere from 1-4% of the payment. Thus, business owners want to find a way to cover the cost of these fees and will charge their customers and clients a credit card fee.

Here’s what you need to know.

1. Many large credit card companies, like Visa and Mastercard do not allow retailers to charge their cardholders a checkout fee to use their card. If your client wants to pay you with a Visa or Mastercard, you may not charge them any surcharges. You’ll want to check other credit card companies to see what their policies are. What happens when these credit card companies catch you tacking on surcharges to their cardholders, I cannot say, but many of these credit card companies have places online to report retailers for doing just that. >Here< is a link to Visa’s report system.

2. 10 US States have a ‘No Surcharge Law’ which means you cannot charge a surcharge to use a credit card in California, Colorado, Connecticut, Florida, Kansas, Maine, Massachusetts, New York, Oklahoma, and Texas. Each state’s laws are slightly different. Visa provide’s a great link to >this page< which outlines each of those 10 state’s laws pretty clearly. In these states if you are charged a surcharge you have a right to report the retailer to your state’s Attorney General. To those of you who reside and do business in these states please check out the laws and see exactly what the surcharge law is for you.

3. Paypal’s Terms of Service prohibits its retailers from charging a surcharge for accepting Paypal as a payment method. You can check out the Paypal User Agreement yourself at this >link< Click on Number 4 at the top (Receiving Money) and then scroll down to Number 4.6 “No Surcharges” to read their entire agreement on this.

It’s important to do your research for your state and see what of these state laws and company policies will apply to you, hopefully this article can start to point you in the right direction for your business. Personally, because of the policies of companies like Paypal, Visa, and Mastercard as well as my state law here in Colorado I do not charge any credit card fees. There are still a lot of great options out there for accepting credit cards. I use both Paypal and Square to accept credit cards and I don’t mind the fees because I can count those fees as a business expense.

Want to learn more about the legal official side of running a legit business? Join Photography Awesomesauce’s 6 week online bootcamp!

5 Common Questions About Photography Business, Taxes, Accounting, and Licensing

5 tax qsAfter receiving numerous questions the last couple weeks about business licenses, taxes, finances, accounting etc. I decided to answer a few. I’m no accountant or tax expert by any means so my knowledge is limited, but I do know some basics.

1. Do I need to be charging sales tax?

Anytime you are giving your client a tangible product, one they can hold in their hands, you need to be charging sales tax. However, that being said sales tax in the US can be extremely more complicated than you might think. Sure, you could look up the tax rate for your city and state and think, ‘okay I’m good,’ but it’s unfortunately not as simple as that. First you must have a sales tax license in order to charge sales tax. If you’re just starting your business and you have been charging sales tax without having a license, stop charging sales tax and get a license as soon as possible.

2. How much should I set aside for income taxes?

When you started your business the lure of being able to work for yourself, set your own schedule and all of that sounded great right? Well, one thing they didn’t tell you was you’d have to pay more in income taxes than you would at that corporate desk job. Your first year in business you’ll have more expenses than profit so it’s fairly safe to set aside 30% and it’s more than likely you’ll have some of that left over. Afterward you can reinvest the leftovers into your business. For the years after that it’s recommended to set aside 40%. I can imagine the jaws dropping. 40% is a good safe amount and depending on your expenses and how you file your annual taxes you may not end up paying all of that back. It’s better to be safe than sorry.

3. What kind of business license do I need?

This will vary incredibly from state to state as well as from county to city and so on. You’ll need to go to your state’s website in the business section to find out what the requirements are for you specifically.

4. What can I count as an expense?

Again, this may vary depending on your business, how much you spend, what you already have, and more. My best advice is to record all expenses related to your business and have a tax guy sort through and tell you what works and what doesn’t at the end of the year. A tax expert or accountant will know best and until that time of year comes around again if you keep tabs on anything you spend at all you’ll have a full list to go over with him later.

5. I want to start being able to accept credit cards, do you know any companies that allow me to do this without a fee?

Nope, sorry. Unfortunately all companies that process credit cards do take a percentage. Most companies are within the same range and don’t vary much. I highly recommend as an easy company to work with to process credit cards almost anywhere. I’ve been incredibly satisfied with them. The important thing to remember about processing credit cards is that you cannot charge the fee that the company charges you to the customer. That is against the law. That fee though does count as an expense you can take on your taxes.

If you need more help with taxes and the official side of becoming a photographer and legit business owner, check out Photography Awesomesauce’s 6 Week Online Bootcamp!

54 Must-Have Wedding Photos for Photographers

54 must have photos1. Wedding dress hanging up
2. The shoes
3. The rings
4. The flowers and ceremony decorations
5. Bride getting ready
6. Groom getting ready
7. Groom putting on boutonniere (traditionally the groom’s mom pins it on him)
8. Bride putting on dress/veil
9. Bridal Procession at Ceremony (each set of bridesmaids/groomsmen and anyone else in the wedding party)
10. Bride and Father Walking down the aisle
11. Groom’s expression when he first sees his bride
12. Reciting Vows
13. Exchanging Rings
14. Unity Candle/Sand Ceremony/Any other unique addition to the wedding
15. First Kiss
16. Introduction of the Mr. And Mrs.
17. Signing the Marriage License
18. Receiving Line (if they have one!)
19. Bride with Parents
20. Bride with Mother
21. Bride with Father
22. Bride with Siblings
23. Bride with Parents and Sibings
24. Bride and Groom with Bride’s Parents
25. Bride and Groom with Groom’s Parents
26. Groom with Parents
27. Groom with Mother
28. Groom with Father
29. Groom with Siblings
30. Groom with Parents and Siblings
31. Bride and Groom with Flowergirl/Ringbearers
32. Bride with Bridesmaids
33. Groom with Bridesmaids
34. Bride with Groomsmen
35. Groom with Groomsmen
36. Bride, Groom, Bridesmaids, and Groomsmen
37. Bride with Maid of Honor
38. Bride with individual bridesmaids
39. Groom with Best Man
40. Groom with individual groomsmen
41. Bride Portraits
42. Groom Portraits
43. Bride and Groom Portraits
44. Arrival of Wedding Party at Reception
45. Cake
46. Reception Decorations
47. Toasts
48. Cake Cutting
49. First Dance
50. Father and bride dance
51. Mother and groom dance
52. Garter Toss
53. Bouquet Toss
54. Bride and Groom Farewell/Driving Away

These of course vary depending on the bride and groom’s families and wedding parties as well as their individual wedding and anything extra that might be happening. This list is just a starting place of must-have shots and all these family photos in there can vary greatly. I strongly suggest you consult with each bride and groom individually to ensure you are aware of any family situations and any extra family photos they may or may not want.

Simple Wedding Photography
Disclosure: This post contains affiliate links, which means Photography Awesomesauce receives commission if you make a purchase using affiliate links.